bsbadm502b manage meetings assessment v1 200613€¦ · bsbadm502b manage meetings bsbadm502b –...

BSBADM502B – Manage Meetings of 17 Hunter TAFE, Faculty Business and Computing Validated Date: 20 June 2013 Version 1 24_24_2013_BSBADM502B_1_V1

Business and Computing Assessment Cover sheet

Training Package: BSB07 Business Services -‐ Primary

National Course Code:

Code Title Release BSB50207 Diploma of Business 3,2,1 BSB50407 Diploma of Business Administration 3,2,1 BSB51707 Diploma of Recordkeeping 3,2,1 SIR50112 Diploma of Retail Management 3,2,1 SIR50107 Diploma of Retail Management 1

TAFE Course Number and Name: 17809, 17808 TAFE Version No: 4 & 8

BSBADM502B – Manage Meetings

Skill Set: Communication

Campus: Belmont Year: 2013 Semester: 1 and 2

Assessment No:1 Teacher: Contact Number:

Assessment ID: 24_24_2013_BSBADM502B_1_V1

Student Name: Class: Lake Macquarie PLC


I HAVE SEEN MY RESULT AND FEEDBACK

SIGNATURE _______________________________DATE _____________________

STUDENT DECLARATION

1. I have read and understood the instructions for this assessment/assignment and understand the penalties for late submission

2. I have read and understood the Student Assessment guide which includes important information related to assessment

3. I declare that this assessment is my own work unless otherwise acknowledged and is in accordance with TAFE NSW plagiarism policy located on the web at:

http://www.hunter.tafensw.edu.au/Libraries-and-Resources/Pages/Plagiarism_Ref.aspx

Student Name: __________________________________ Student Signature: ____________________ Date: ___________________

This form MUST be returned with your assignment

Assessor

……………………………………………………………………………………………………………………………….…

Name: Signature: Date:

Event 1 Portfolio

Satisfactory

Not Satisfactory

Event 2 Practical

Satisfactory

Not Satisfactory

Event 3 Theory - Questions

Satisfactory

Not Satisfactory

Credit Level

Satisfactory

Not Satisfactory

Not attempted

Distinction Level

Satisfactory

Not Satisfactory

Not attempted

Feedback

Final Result

AC

CC

DC

NC

WN


MARKING GUIDE

Assessment Criteria Task/Element

AC Achieved Competency

CC Credit

CD Distinction

Result

1. Prepare for meeting

Portfolio include:

• Notice of meetings and agenda for formal and informal meetings 1.1, 1.3

• Brief description of purpose of meeting 1.1

• Details of organisational procedures and timelines 1.1, 1.2

• Evidence of confirming meeting arrangements in line Standing orders 1.4

• Evidence of associated paperwork being dispatched within designated timelines 1.5

• Give evidence of well-‐prepared documents and resources that are used in the meetings

• Describe the importance of a time line

2. Conduct meetings

• Provide evidence of chairing two meetings at least 20 minutes in duration. One of which being a formal meeting 2.1

• Describe how you met agreed conventions and legal and ethical requirements 2.1

• Provide evidence that the meetings were focused, time efficient and achieved the pre-‐determined outcomes 2.2

• Provide evidence of how you briefed minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting 2.4

Give evidence of how you:

• Encourage participation of all participants 2.3

• Keep attendees focused on agenda items 2.2

• Use time management skills to keep items and meeting on time 2.2

• Effective use of technology during the meeting 2.4

• Explain how you used your Article of Association/Constitution in relation to your meetings.2.1

• Demonstrate/describe how you achieved effective use of technology during the meeting

Give evidence of how you:

• Organised and run a formal meeting according to parliamentary procedure

Or

• Use of innovative methods to improve the effectiveness of meetings and their outcomes (eg video conferencing or online meetings)

Please note that completed assessment tasks will either be retained or copied by the section for audit purposes. The content will not be shared, disclosed or used for any other purpose and will be disposed of after the mandatory retention period.


3. Follow up meetings

Give evidence of:

• How you checked meeting notes to ensure they reflect a true and accurate record of the meeting 3.1

• Advise your method of storing minutes, describe legal requirements 3,2

• Report relevant outcomes to stakeholders 3.3

• Demonstrate/describe how you communicate and encourage teamwork to achieve competent management of meeting documents

Element Performance criteria Assessment Event Resource Aspire

1. Prepare for meetings

1. Develop agenda in line with stated meeting purpose

2. Ensure style and structure of meeting are appropriate to its purpose

3. Identify meeting participants and notify them in accordance with organisational procedures

4. Confirm meeting arrangements in accordance with requirements of meeting

5. Despatch meeting papers to participants within designated time lines

Task 1 – Portfolio Task 1 – Practical If needed Task 2 -‐ Questioning

Chapter 1 – Pages 9 to 39

2. Conduct meetings

1. Chair meetings in accordance with organisational requirements, agreed conventions for type of meeting and legal and ethical requirements

2. Conduct meetings to ensure they are focused, time efficient and achieve outcomes

3. Ensure meeting facilitation enables participation, discussion, problem-‐solving and resolution of issues

4. Brief minute taker on method for recording meeting notes in accordance with organisational requirements and conventions for type of meeting

Task 1 – Portfolio Task 1 – Practical Task 2 -‐ Questioning

Chapter 2 Pages 41 to 63

3. Follow up meetings

1. Check transcribed meeting notes to ensure they reflect a true and accurate record of the meeting, and are formatted in accordance with organisational procedures and meeting conventions

2. Distribute and store minutes and other follow-‐up documentation within designated time lines, and according to organisational requirements

3. Report outcomes of meetings as required, within designated time lines

Task 1 – Portfolio Task 1 – Practical Task 2 -‐ Questioning

Chapter 3 Pages 65 to 73

Manage Meetings

BSBADM502B

Final Assessment Portfolio

Documents to be included in your portfolio are:

Templates for Notice of Meeting; Agenda; and Minutes

Notice Of Meeting for informal and formal meetings

Agendas for informal and formal meetings

Two Agenda evaluations completed by participants

Identify meeting participants and notify them

Emails and any other evidence

Associated paperwork for meetings

Confirm meeting arrangements

Despatch meeting papers to participant’s with designated time line

Time line for two (2) meetings

Evidence of chairing two meetings in accordance with agreed conventions and legal and ethical requirements

Evidence of conduct meetings to ensure they are focused, time efficient and achieve outcomes (see attached evaluation tools)

Evidence that you briefed the Minute Taker

Correct copy of two Minutes taken

Evidence of distribution and advice of your method for storing the Minutes

Evaluation sheets from two participants on your effectiveness as a chair

Brief description of any legal and ethical requirements of your meetings

Minutes from these meetings with a description of your organisational instruction

Additional examples of formal and informal Minutes

Evidence of reporting to relevant stakeholders the outcomes of meetings

Third Party Report from supervisor that designated time lines were met (if appropriate)

Additional portfolio evidence created while working through your online resource or Textbook resource.

BSBADM502B Manage Meetings


Assessment Task 1 – Practical/Portfolio SUGGESTED TIME: To be completed throughout and handed in by the end of the unit delivery or specified by your facilitator. ASSESSMENT DUE DATE: ______________________ General Instructions 1) Read all instructions carefully before attempting each task

2) An English (or other language) dictionary may be used

3) Online help, Software manuals and textbooks, including handwritten notes may be used

4) Use correct referencing and academic literacy

5) Proofread your work

6) Type the date, your name and page number on each page or as indicated in the task

7) Submit your completed assessment/assignment to your teacher

To be submitted: You must submit the following, clearly identified. The TAFE Assessment Cover Page attached to this outline

Files named in accordance with organisation guidelines

Printed or electronic portfolios

You must:

• Prepare an Agenda for one informal and one formal meeting and make any other arrangements for the meetings;

• Using the Agenda to conduct two meetings of at least 20 minutes duration;

• Check and distribute a set of Minutes and any other follow-‐up documentation for each meeting in accordance with the procedures and requirements of a specific organisation.

Your evidence can be gathered during the classroom meetings or from the workplace that you have performed the following activities:

Meetings could be held with, but not restricted to, the following focus:

• Planning for the Annual Conference of your Professional Association

• Occupational Health and Safety

• Staff Amenities

• Procedures for handling complaints

• Supervision responsibilities

• Staff induction procedures

• Bonus system

• Allocation of resources between departments



• Relocation of work unit to another site

• Quality

• rejection rates unacceptable

• pressure to meet deadlines (JIT)

• Publicity/promotion

• Administrative procedures; eg, ordering, stores system, travel, security

• Implementing new work practices.

Credit grade In addition to the above, if you wish to receive a Credit grade you must demonstrate superior skills in chairing meetings. These skills be will graded based on the knowledge and skills demonstrated in regarded to communication, team work and management.

If you wish to gain a credit grading you must advise your facilitator, and complete an additional section in Third Party Evidence Report provided on your USB or retrieve from your facilitator

Distinguishing characteristics of Credit grade performance include:

• Ensuring participation by all attendees

• Keeping attendees focused on agenda items

• Good time management skills

• Well-‐prepared documents and resources that are used in the meeting

• Effective use of technology during the meeting

• Explain how you used your Article of Association/Constitution in relation to your meetings.

Distinction grade To achieve a Distinction grade you must satisfy criteria for Pass and Credit Grades plus:

• Organise and run a formal meeting according to parliamentary procedure. This must be documented in your evaluation explaining in detail how you conformed to these procedures.

OR

• Use innovative methods to improve the effectiveness of meetings and their outcomes. (For example video conferencing or online meetings)



Assessment Task 2 - Theory Please give brief answers to the following questions.

Q1. The more you think a meeting through and prepare for it, the better it will go. Make a list of at least four things you can do to ensure a meeting fulfils its purpose.

Q2. There are many reasons for calling a meeting. Discuss some of the useful purposes that meetings serve.

Q3. In formal meetings, people are elected or appointed to carry out certain tasks on behalf of the meeting. Describe the responsibilities of the following two officials:

Q4. Formal meetings follow parliamentary protocol. What does this mean?

Q5. Leading meetings effectively takes skill, thought and practice. Make a list of the most important skills required in a Chairperson, explaining the reason for your choice.

Q6. Briefly explain agendas and minutes, and discuss whether it is preferable to have them for all meetings, however informal.

Q7. Prior to attending to agenda items, what maintenance issues should the Chairperson address at the beginning of a meeting?

Q8. When chairing a meeting, how would you deal with a participant who is monopolising the discussion?

Q9. Virtual conferences are becoming more common in the workplace. State how you would compensate for the lack of face-to-face communication in such a conference.

Q10. Describe the tasks and maintenance needs that were present in the last formal or informal meeting you attended; and how the person who chaired the meeting met (or failed to meet) those needs.

Required knowledge

• culturally appropriate techniques to communicate with people from diverse backgrounds and people with diverse abilities

• key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:

o anti-‐discrimination legislation

o ethical principles

o codes of practice

o privacy laws

o copyright

o occupational health and safety

• formats for Minutes and Agendas



• group dynamics

• meeting terminology, structures, arrangements and responsibilities of chairperson

• organisational procedures and policies regarding meetings, chairing and Minutes.

TAFE Advanced Standings

Arrangements Target Units Source Units

No: 183801 Start: 01-‐Jul-‐2006 End:

BSBADM502 Manage meetings

9709B Manage meetings

No: 183802 Start: 01-‐Jul-‐2006 End:

BSBADM502 Manage meetings

8979L Meetings

Assessment Task 3 – Evaluations Below are evaluation Templates that can be used to assist with your evidence. Self-‐evaluation should also be carried out.



Meeting Evaluation Checklist Chair a Meeting: Assessment Criteria/Self Assessment

STUDENT NAME:

Element Poor

0 - 2

Weak

3 – 4

Good

5 - 6

Very Good

7 – 8

Excellent 9 - 10

Start meeting on time

Opening address

Read minutes from previous meeting

Ensure each agenda item is included at meeting

Ensure unfinished business is allocated to a specific person or team for further action

Communication

• Eye contact

• Voice volume

• Clear speech

Demonstrate leadership

Control meeting

Encourage participation from all attendees

Allow everyone to speak without interjecting

Summarise discussion points

Encourage consensus

Closing address

Finish meeting on time

Closing address



Meeting Evaluation Checklist Chair a Meeting: Assessment Criteria Continued

ADDITIONAL CREDIT EVALUATION

Element

Poor

0 - 2

Weak

3 – 4

Good

5 - 6

Very Good

7 – 8

Excellent 9 - 10

Ensuring participation by all attendees

Further comments must be completed:

Keeping attendees focused on agenda items


Good time management skills


Well-‐prepared documents and resources that are used in the meeting


Effective use of technology during the meeting


Any further information:

COMMENTS:



MEETING EVALUATION CHECKLIST

Make copies of this sheet and distribute to at least three people at the meeting you chair.

Chairperson’s name___________________________________________________________________________________________

Evaluator’s name______________________________________________________________________________________________

MEETING DETAILS

Date and time of meeting_____________________________________________________________________________________

Place of meeting_______________________________________________________________________________________________

No. of people attending meeting_____________________________________________________________________________

Duration of meeting __________________________________________________________________________________________

Please evaluate the chairperson’s effectiveness in running the meeting. Indicate whether you agree or disagree with each statement by marking a box.

Agree Disagree Comments

Complied with legal, ethical and organisational requirements

The meeting started on time.

Meeting was opened to ensure all participants understood the processes and outcomes

Chair ensure all meeting resources were available

The meeting kept to the agenda.

Meeting facilitation enables participation, discussion, problem-‐solving and resolution of issues.

The meeting was conducted within appropriate time limits.

The meeting discussion kept to the agenda.

Meeting was focused to meet outcomes. Chair refocusing when necessary

Chair prevented meeting domination by any person, or factions

ALL meeting participants were given the opportunity to express themselves.

The chairperson used appropriate strategies to allow and encourage all participants to contribute to the discussion.

Chair conducted meeting according to agreed conventions

Chair used positive communication and



Agree Disagree Comments

interpersonal skills to facilitate the meeting

The chairperson used appropriate strategies for decision-‐making.

Chair effectively, managed any conflicts and difficulties to ensure meeting outcomes

Chair ensured culturally appropriate techniques as necessary

The degree of formality was appropriate for the context of the meeting.

The objectives of the meeting were achieved.

Minute taker was briefed on appropriate methods to record meeting notes

Please provide additional comments about the conduct of the meeting. Please include any suggestions for improvement.

_________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________

_________________________________________________________________________________________________________________

Thank you for your assistance in evaluating the chairperson. Please sign and return this sheet to the person who chaired the meeting.

Name ………………………………………………. Position …………………………..

Signature …………………………………………. Contact ……………………………



Meeting agenda: Assessment Criteria Evaluation Form/Self Assessment

STUDENT NAME: MARK

Element Poor

0 - 2

Weak

3 – 4

Good

5 - 6

Very Good

7 – 8

Excellent

9 - 10

Collection of agenda items from all team members

Distribute agenda prior to 12.00 pm on day prior to meeting

• File

• Facilitator

• Chairperson

• Team representatives

Overall document layout and design

Inclusion of relevant information:

• Name of organisation

• Location of meeting

• Time and date of meeting

Inclusion of number for each agenda item

Name of person to speak to each item (where appropriate)

All agenda items included

Carry over unfinished business / action items from previous meeting

Spelling

Grammar

COMMENTS:



THIRD PARTY EVIDENCE REPORT Template 3

Name of candidate

Unit(s) BSBADM502B Manage Meetings

Registered Training Organisation or workplace

TAFE NSW, Hunter Institute

Name of supervisor

As part of the assessment for the unit(s) of competency listed above, we are seeking evidence to support a judgement about the candidate’s competence. As part of the process of gathering evidence of competence, we are seeking reports from the supervisor and other people who work closely with the candidate.

We would like you to complete this report. We value your contribution and ask that you answer the questions honestly.

Does the candidate consistently meet your company’s performance standards for:

Yes No

• Seeking clarification of a meeting’s purpose

• Developing agendas in line with the meeting’s stated purpose

• Identifying and notifying relevant participants of a meeting

• Organises suitable time and venues for meetings

• Prepares meeting papers from relevant sources

• Ensures meeting papers are despatched to participants within designated timelines

• Chairs meetings in accordance with procedures

• Records, circulates and files minutes of meetings

• Reports meeting outcomes to management within designated timelines

Signed by the supervisor: Date:

Please provide some comments to support your responses:



In addition to the above, for the participant to gain a credit pass, they must demonstrated superior skills in chairing meetings. Based on the knowledge and skills demonstrated in regarded to communication, team work and management, could you please fill out the following and giving details.

Distinguishing characteristics of Credit grade performance include:

• Ensuring participation by all attendees

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

• Keeping attendees focused on agenda items

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

• Good time management skills

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

• Well-‐prepared documents and resources that are used in the meeting

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

• Effective use of technology during the meeting

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................

...........................................................................................................................................................................................................................